Volunteer Policy (March 2026)
1. Introduction
Scopwick and Kirkby Green Parish Council (hereafter known as the Council) recognises the valuable contribution that volunteers make and understands the benefits that it receives from the skills, perspectives and experience which volunteers offer which can often provide a bridge to community involvement that is difficult for paid staff or Councillors to achieve.
The Council recognises that volunteers are motivated because it is their choice to volunteer and give their time freely; and voluntary work brings benefits to volunteers themselves, to service users and to paid staff.
The Council is aware many schemes in the parish would not be possible without the efforts of volunteers and wishes to make the act of volunteering as easy as possible for residents.
This policy sets out the principles and practice by which the Council involve volunteers, and the support and procedures in place for volunteers.
2. Recruitment
The Council will endeavour to recruit volunteers through a range of methods including word of mouth, advertising, talking to other agencies and contacting local volunteering organisations.
The Council will also endeavour to help any volunteer overcome barriers that may make it difficult for them to volunteer with the Council. This may be relevant to time constraints or physical abilities. Support and guidance will always be available.
The Council’s Equal Opportunities Policy will be adhered to in relation to the recruitment and support of volunteers.
All volunteers will be asked to sign a Volunteer Agreement (Appendix 1) which requires them to abide by the Policies and procedures of the Council. It sets out what the volunteer and what the Council can expect from each other.
DBS (Disclosure and Barring Service) checks and references may be required for some volunteer roles, especially where regular contact with children is necessary. This requirement would be discussed with relevant volunteers. A volunteer will be informed if we intend to apply for DBS checks. DBS checks are not a reflection on the individual, but a legal requirement in certain circumstances.
3. Status of Volunteers
A volunteer is not an employee and will not have a contract of employment.
The Council will discuss with the volunteer:
• The role that they will carry out.
• The amount of time that they are willing, or indeed able, to commit to volunteering.
• The frequency of their availability; and
• How this will fit in with the needs of the Council.
There will be an expectation that a volunteer committing to carry out a role will meet the role’s requirements.
Volunteers are encouraged to let the Council know as soon as possible if they are not available, so a substitute can be found, or different arrangements can be made.
Volunteers have the right to withdraw from their voluntary role at any time without prejudice. However, they are asked to give their named contact as much notice as possible.
The Council reserves the right to terminate a volunteer relationship at any time without prejudice.
4. Obligations to Volunteers
The Council will endeavour to support any volunteer to overcome barriers that may make it difficult for them to participate and provide volunteers with opportunities that will help them to develop new skills and experiences along with contact, if wished, with other the Council volunteers.
The Council aims to integrate the role of volunteers into the Council’s strategic aims and objectives and the aims of the project the volunteer is involved with.
The Council will not introduce volunteers to replace paid staff.
All volunteers will have a named person as their main point of contact.
The Council staff and Councillors will work positively with volunteers.
The Council recognises that volunteers require satisfying work and personal development and will seek to help volunteers meet these needs, as well as providing the training for them (dependent on the project and volunteer role) to do their volunteer work effectively.
If any kind of equipment or administration costs are required where it helps volunteers to fulfil their role more effectively, this will be provided on provision of receipts and on condition prior approval is sought and funds permit.
The Council will endeavour to involve volunteers from a wide range of backgrounds and abilities and ensure that volunteering opportunities are as accessible as possible.
Volunteers will be treated equally, regardless of gender, race, age, faith/religion, disability or sexual orientation.
The Council takes its role in the safeguarding of volunteers, staff and other members of the public seriously and has a Safeguarding Policy which must be followed - it outlines the responsibility of the Council in relation to safeguarding children, young people and vulnerable adults.
The confidentiality of volunteers will be respected and no information about them will be released without their prior approval.
Volunteers will be made to feel welcome, valued for what they offer and thanked for their contribution. They will also be given regular feedback and provided with the opportunity to discuss ideas and improvements or just to see how things are going.
5. Health and Safety
The Council has responsibility for the health and safety of volunteers and volunteers must follow the Council Council’s Health and Safety Policies and procedures.
Volunteers have a duty to take care of themselves and others who might be affected by their actions and should not act outside their authorised area of work.
A risk assessment will be undertaken by the named point of contact (in line with the Council Council’s Health and Safety Policy and current Health and Safety at Work legislation) to identify and manage risks. If an area of activity presents a significant risk, consideration must be given to reducing or stopping the activity. Copies of risk assessments can be provided to volunteers when requested.
Training will be provided where it is needed to help fulfil the role. See the Council’s Training and Development Policy for further details.
The named point of contact will provide volunteers with an induction appropriate to the work to be undertaken and appropriate guidance on any health and safety issues that arise.
Volunteers must inform their named point of contact of any new tasks they intend to undertake before commencing such work.
Volunteers must report all accidents to their named point of contact.
Appropriate clothing must be worn by all volunteers; no clothing should compromise the safe working environment.
6. Insurance
The Council will ensure that volunteers are covered for insurance purposes (Public Liability and Employers’ Liability cover). Reporting and approval in respect of work which is of an ongoing nature is not necessary on each occasion.
The insurance will not cover unauthorised actions or actions outside the volunteering agreement.
Volunteers must only carry out minor and pre-agreed work involving the use of non-powered tools. Tree work can only be undertaken at ground level. All other tree work must be carried out by a qualified tree surgeon with their own public liability cover.
If volunteers use their own tools, the Council cannot be held liable for any injury caused by them through the use of faulty equipment/tools. Volunteers are requested not to use their own tools, and use the ones provided by the Council.
7. Expenses
Volunteers will be reimbursed for out-of-pocket expenses incurred on behalf of the Council if approved in advance by the Clerk. Receipts will be required.
8. Policy Review
This policy will be reviewed bi-annually by the Council.